Prolegis Self-Driven Learning Guide

How to Use This Guide

Work through the modules in order. Each module includes:

• Why this matters — why the task is important in real work
• What you’ll do — the practical task to complete
• Guided exploration — what to click, test, or observe
• Success check — how to confirm you are ready to move on

Before You Start

• Use a demo environment or demo matter so you can explore freely
• Expect to learn by clicking, testing, and correcting mistakes

What You Should Be Able to Do by the End

By the end of this guide, you should be able to:

• Navigate key parts of Prolegis confidently
• Find and open a matter quickly
• Correct document issues by fixing data entry and regenerating documents
• Generate lender documents correctly
• Use communication and databases appropriately
• Create a matter and understand how financial calculations are driven
• Complete a basic end-to-end file workflow without guidance

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Module 1: Orientation

Why this matters

Before using any legal software, you need a simple mental model of how the work fits together.

What you’ll do

Understand the overall workflow in Prolegis.

Guided Exploration

• Login at simplicity.prolegis.ca/login using a Chrome browser for best results.  You can also use Edge, Safari, or Firefox.

• If you’re not very familiar with computers, think of your web browser (Chrome) like a binder. Each tab is like a separate page in that binder—you can have multiple pages open at once and quickly switch between them without losing your place.

  When working in Prolegis, this is especially helpful. You might want one tab open for a client’s matter, another for documents, and another for notes or billing. Opening links in a new tab lets you keep everything organized and visible without constantly going back and forth.

  How to open a link in a new tab

  On a Mac (Apple computer):

  • Hold down the Command (⌘) key and click the link

  On a Windows PC:

  • Hold down the Ctrl key and click the link

  What this does

  • The link opens in a new tab at the top of your browser
  • Your current page stays open
  • You can switch between tabs by clicking them at the top

  This makes it much easier to work within the same matter (for example, viewing details in one tab and documents in another) or even across multiple matters at once, all within the same browser window.

Success Check

• Click on the down-ward pointing arrow next to General Practice to close and open the menu
• In the General Practice menu, open the Clients menu item in a new tab.

Additional Materials

• Navigation FAQ
• Set your preferred landing page

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Module 2: Navigation

Why this matters

Every task in Prolegis starts with knowing where to go quickly.

What you’ll do

Learn the main areas of the system without trying to learn everything at once.

Guided Exploration

1. Go to Dashboard
   • All matters will appear in the Matter List (regardless of matter type)
   • Clicking +Filters enables you to search all matters in the Matter List
   • Ask: "How would I use this function in my daily work?"
2. Go to Calendar
   • Identify what needs to happen today
   • Click +Filters
   • Ask: "What do I want to see on my calendar?"
3. Go to Clients (within the General Practice menu)

   • All client information—including ID, contact details, personal information, and any related matters—is stored centrally in Prolegis. This allows you to access and manage all relevant client data in one place.

     Note: Prolegis can integrate with practice management software such as Clio, which allows client information to be automatically shared between systems, reducing duplicate data entry and helping keep records consistent.

   • Identify a client related to current work
     • Click Actions > Profile
   • Ask: "How can this layout be used to improve my work?"
4. Briefly visit Settings (within the General Practice menu)
   • Understand that this is where configuration lives
   • Do not do a deep dive yet

Success Check

• Can you move between Dashboard, Calendar, Clients, and Settings without hesitation?
• Can you explain what each area is mainly used for?

Additional Materials

• I'm struggling with being organized. How does Prolegis help me?

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Module 3: Real Estate Module Overview

Why this matters

This is where real estate work is organized, but at this stage your goal is familiarity, not mastery.

What you’ll do

Recognize the core real estate areas without trying to learn every feature.

Guided Exploration

• Go to the Real Estate menu and click the downward-pointing arrow to open the menu
• Identify:
  • Matters — where real estate matters can be accessed, searched and exported
    • Click Filters to see all available data fields that can be used to search matters
  • Dashboard
    • Closing Calendar - monthly overview of all closings showing who is assigned
    • Daily Closing - daily overview of all closings with checklist steps
    • Workstep Overview - outstanding checklist steps from all assigned matters (and firm matters)
  • Settings
    • Understand that this is where configuration lives
    • Do not do a deep dive yet

Success Check

• Can you identify where matters live, where progress is shown and where settings can be configured?

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Module 4: Searching & Matter Access

Why this matters

In practice, you usually search because something is urgent: a client calls, a lawyer asks for an update, or a closing is approaching.

What you’ll do

Use search to quickly find and assess a matter.

Guided Exploration

Scenario: You need to pull up the Smith file and confirm whether it is ready for closing.

• Use the Matter Search Bar (located at the top of the screen)
• Search by client name or file name
• Open the correct matter
• Review the Progress Dashboard
• Answer:
  • What stage is the file in?
  • Is anything missing before closing?

Success Check

• Can you find and open the correct matter quickly?
• Can you identify the current stage and any obvious missing steps?

Additional Materials

• How do I find matters in Prolegis?

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Module 6: Document Creation

Why this matters

Document creation is one of the highest-value tasks in Prolegis.

What you’ll do

Create, review, edit appropriately, preview, and export a document.

Guided Exploration

1. Click the Document + icon
2. Create a document (for example, a letter)
3. Review the Documents Layout
4. Use the Editor Bar to make allowed edits
5. Use the live preview to see how the document will look
6. Export to PDF or Word

Critical Rule

If a document is incorrect because of data entry, it may be better to regenerate, not manually fix.

Always:

1. Fix the data entry source
2. Regenerate the document

Common Mistake: Editing Instead of Regenerating

What users often do:

• Manually change the document text

Why this is a problem:

• The bad data remains in the file
• Future documents repeat the mistake
• File consistency breaks down

Correct approach:

• Fix data entry
• Regenerate the document

Common Issue: Line Breaks While Editing

What happens:

• Pressing Return (Mac) or Enter (PC) creates a full paragraph break (2 lines)

Correct approach:

• For a single line break, use:
  • Shift + Return (Mac)
  • Shift + Enter (PC)

FAQ: How do I get my document onto one page?

Try these in order:

1. Use toolbar options such as font size
2. Change the Document Style (margins, spacing, font size)
3. Export to Word for final formatting if needed

FAQ: How can I tell what my document will look like?

• Use the live preview
• Treat preview as your final quality check before export

FAQ: When should I use Prolegis vs Word for formatting?

Use Prolegis when:

• You want consistency across documents
• The document is standard and data-driven
• The document may need regeneration later

Use Word when:

• You need final polish
• The layout is highly customized
• The change is one-off and presentation-focused

Success Check

• Can you create a document, identify an issue, fix the source, regenerate, preview, and export it correctly?

Additional Materials

• How do I create a letter or other document in Prolegis?
• How do I get my document onto one page?
• Can I bundle my documents together into packages?

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Module 7: Lender Documents

Why this matters

Lender documents are time-sensitive and high-risk. They use the same logic as other documents, but accuracy matters even more.

What you’ll do

Generate lender documents, refresh them after data changes, and understand how lender records control document availability.

Guided Exploration

1. Open a matter with lender information
2. Generate lender documents
3. Confirm that lender PDFs are auto-completed from matter data
4. Change a key data field and refresh/regenerate the lender document

How Lender Documents Work

• Prolegis has a database of lender PDF documents
• These documents are auto-completed with data from the matter
• When data entry is updated, the lender document can be refreshed to pull in new information

Critical Concept: Lender Documents Are Attached to the Lender

• Lender documents are attached to the selected lender record
• If the wrong lender is selected, or a duplicate lender is used, the expected lender documents may not appear

Common Issue: Duplicating Lenders Breaks Document Access

What happens:

• A duplicate lender is created instead of using the existing one

Why this is a problem:

• The duplicate lender does not have lender documents attached
• Users cannot find or generate the correct lender package

Correct approach:

1. Search for the existing lender first
2. Reuse the correct lender record
3. If lender documents are missing, verify the lender record selected in the matter

Troubleshooting: Missing Lender Documents

If you can’t find or generate lender documents, check:

1. The correct lender is selected
2. You are not using a duplicate lender
3. The lender vs branch structure is correct
4. Required matter data is populated
5. You refreshed the documents after updating data
6. Contact us using Instant Chat

Custom Lender PDFs

You can also:

• Upload your own PDF documents
• Map fields from the matter into the PDF
• Use them for the current matter
• Create a reusable template for future matters at the same time

Finding Fields Efficiently

Use the search bar or field menu to find data to insert into a PDF.
You can search by:

• Field name
• Field content

Common Mistake: Hardcoding Text Instead of Using Fields

What users often do:

• Type names, dates, or addresses directly into the PDF

Why this is a problem:

• The PDF will not update when data changes
• Automation benefits are lost

Correct approach:

1. Search for the correct field
2. Insert the field into the PDF
3. Refresh the PDF when data changes

Success Check

• Can you generate lender documents, refresh them after a data change, and explain why the correct lender record matters?

Additional Materials

• How do I create lender documents in Prolegis?
• I received my mortgage instructions, now what?
• Can I access my FCT LLC documents in Prolegis?

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Module 8: Communication Tools

Why this matters

Communication in Prolegis is not just messaging. It is your audit trail, follow-up system, and record of accountability.

What you’ll do

Document a communication, assign follow-up activity, and send a clear response.

Guided Exploration

Scenario: A client calls asking for an update.

1. Add a Note summarizing the conversation ("i" flyout)
2. Create a Follow-Up for what happens next (Tools menu)
3. Update a Condition if needed (Contract)
4. Send a clear email or text response to your email or phone
5. If information is missing, explore a Questionnaire or Portal

Key Rule

If it’s not recorded, it didn’t happen.

Advanced Efficiency Tip: Auto-Text

• Auto-texts are tied to progress in the Progress Dashboard
• They help speed up standard responses
• Always review and customize before sending

Success Check

• Can you document the communication, capture the next step, and send an appropriate response?

Additional Materials

• Can I create my own default subject line?
• How do I use automatic messaging in Prolegis?
• How do I get notifications of what's happening in Prolegis?
• Can I create tasks for myself in Prolegis?

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Module 9: Databases

Why this matters

Databases reduce retyping, improve consistency, and make future files easier to set up.  You can access the databases in your data entry screens.

What you’ll do

Use databases to populate a matter and add a new entry when needed.

Guided Exploration

1. Open or create a matter
2. Populate the following using databases instead of typing:
   • Lender Database (in the Mortgages tab)
     • Lender
     • Branch
     • Contacts
   • Lawyer Database (in the Stakeholders tab)
     • Lawyer
     • Assistant
     • Law Firm
   • Real Estate Agent Database (in the Stakeholders tab)
     • Agent
     • Brokerage
   • Mortgage Broker Database (in the Stakeholders tab)
     • Broker
     • Brokerage
   • And more
3. If an entry is missing, add it to the appropriate database
4. Generate or preview a document to see how database content flows into the file

Common Mistake: Creating Duplicates Instead of Searching First

What users often do:

• Add a new entry without checking whether it already exists

Why this is a problem:

• It creates duplicate records
• It causes inconsistent data and document problems later

Correct approach:

1. Search first
2. Reuse if it exists
3. Only add a new entry if it is truly missing

Example: Computershare Trust Company of Canada Mortgages

For this type of mortgage:

• Lender = the organization listed on the mortgage commitment
• Branch = Computershare Trust Company of Canada
• Contacts = the individuals or contact details tied to that branch/file

Success Check

• Can you populate a matter from databases, avoid duplicates, and explain how that data affects documents?

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Module 10: Titles & Property Data

Why this matters

Title work is important, but early on your goal is recognition and confidence—not full legal mastery.

What you’ll do

Add parcel information, identify title-related items, and take a basic action when something may need attention.

Guided Exploration

1. Add a Parcel
2. Review basic property information
3. Look at Instruments
4. Identify anything unfamiliar or potentially concerning
5. Add a Note or Requisition if something appears to need follow-up

What to Focus On

• Learn where the information lives
• Learn how to recognize that something may need review
• Learn when to escalate

Success Check

• Can you add a parcel, locate title information, and identify a possible issue that may require follow-up?

 

Additional Materials

 

• How to add a parcel using Teranet to Prolegis?
• How to manually add a parcel (Ontario)?

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Module 12: Automatic Calculations

Why this matters

Statements of Adjustments, Trust Ledgers, and Accounts are financial outputs. Accuracy is essential.

What you’ll do

Review a calculated output, trace the source of a number, and verify how Prolegis updates calculations automatically.

Guided Exploration

1. Open a Statement of Adjustments
2. Identify key values such as purchase price, deposits, property taxes owed and paid
3. Change a source value in the matter
4. Review how the numbers update in:
   • Statement of Adjustments
   • Trust Ledger
   • Accounts
5. Use Documents + icon to search for a Statement of Adjustments, Trust Ledger and Account and produce those documents.

Key Rule

Financial outputs are calculated, not typed. Fix the source, not the number.

Success Check

• Can you explain where a number comes from and what source data drives it?

Additional Materials

• How to make adjustments to the SOA, Trust Ledger
• Purchase price addendums

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Module 12: Creating a Matter

Why this matters

Every workflow starts with a properly set up matter. Mistakes here multiply downstream.

What you’ll do

Create a matter from scratch and by cloning, then compare the two approaches.  Use the Home + icon in the top left hand corner to create a matter.

Guided Exploration

1. Create one matter from scratch
2. Create one matter by cloning an existing matter
3. Compare:
   • Which was faster?
   • Which needed more cleanup?
   • Which would you choose in a real file?

Decision Rule

• Use from scratch when the file is unique or needs careful setup
• Use cloning when the workflow is standard and repetition saves time

Success Check

• Can you choose the correct method and explain why?

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Module 13: Final Capstone

Why this matters

Real confidence comes from completing a full workflow, not just isolated tasks.

What you’ll do

Complete a full file scenario from beginning to end.

Scenario

A new purchase file needs to be set up and progressed toward closing.

Guided Exploration

1. Create or find a matter
2. Populate data correctly
3. Generate a document
4. Identify and fix an error by updating data and regenerating
5. Document a client communication
6. Generate lender documents
7. Review a financial output

Success Check

• Can you complete the workflow without guidance?
• Can you explain what you did and why?

Additional Materials

• My first real estate matter

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Completion Criteria

• Find a file quickly
• Fix document issues through data entry
• Regenerate documents correctly
• Generate lender documents and troubleshoot missing ones
• Use communication tools to document activity and follow-up
• Use databases without creating duplicates
• Create a matter appropriately
• Explain how financial outputs are driven by source data
• Complete the end-to-end workflow without assistance

If you can complete the workflow without thinking about where to click, you are ready for the next level of practice.